9 SAP AG Open PS for Microsoft Project 98 Open PS for Microsoft Project 98 The Open PS Suite of programs is developed independedly of the R/3 release cycle. This means that this documentation may be outdated. You can download the lastest documentation from the PS Homepage in SAPNet. Use This program allows you to exchange data between the R/3 Project System and Microsoft Project 98. This makes processing projects more flexible. For instance, you can start to design the structure of a project in MS Project on a lap-top during a business trip. When you come back to your office, after having finished the draft version, you can transfer the project to the R/3 Project System and incorporate it in your organizational structures. Open PS makes it possible to "take a project with you" when you visit a customer or a construction site. You make changes to the structure or schedule of a project together with your business partners and add these changes to the R/3 project in your office. At present Open PS is intended for planning the structures and dates of projects. In general, you use it in the planning phase of a project. Although it is possible to maintain cost information in both Microsoft Project and the R/3 Project System, you cannot transfer this information from one program to another. Similarly it is not possible to transfer confirmation data from Microsoft Project to PS. Prerequisites For details of the system requirements and the R/3 prerequisites, refer to Prerequisites. It is particularly important that Note has been installed in the R/3 systems with which you intend to work. Features In Open PS you can transfer data in two directions, from Microsoft Project to the R/3 Project System and from the Project System to Microsoft Project. Open PS automatically checks if two projects are already linked and synchronizes them, if necessary. See also: Creating a R/3 Project from a MS Project [Seite 18] Creating a Microsoft Project from a R/3 project [Seite 13] Synchronization [Seite 26] April

11 SAP AG Initial Settings for Open PS Initial Settings for Open PS Use In able to build a connection between Microsoft Project and the R/3 Project System, you need to enter the system to connect to and your user. Procedure To change the settings, you must be disconnected from PS. If necessary, click on. To call up the R/3 PS Logon dialog box, choose. To Enter or Edit a User 1. Click on the button next to the User field. The SAP R/3 User dialog box appears. New User 2. To enter a new user choose New. All entries in the fields disappear. 3. Enter the user name that you want to appear in Open PS in the Name field. If you do not enter a name, Open PS automatically copies the R/3 user to this field. 4. Enter the user as maintained in the relevant R/3 system in the User field. This field is not case sensitive. 5. Choose Save. Deleting a User 2. Use the arrows on the bottom to scroll to the user that you want to delete. 3. Choose Delete. Editing a User 2. Use the arrows on the bottom to scroll to the user that you want to edit. 3. Edit the data as required. 4. Choose Save. After you have finished entering or editing the users, choose Close. To Enter a System You can also save your password on this screen. However, unless you can be sure that no one else has access to your PC, we recommend that you do not save your password. 1. Click on the button next to the System field. The SAP System dialog box appears. 2. To enter a new user choose New. All entries in the fields disappear. 3. Enter the system name that you want to appear in Open PS in the Name field. 4. Enter the details of the system. April

12 SAP AG Initial Settings for Open PS It is only possible to log on to a R/3 system via an application server. You cannot use group selection. You can find details about the R/3 systems in the normal SAP logon dialog box. If the details of the system are incorrect or incomplete and you try to log on to the system, a standard R/3 logon dialog box appears and you can log on as usual. 5. Choose Save. Editing and Deleting Systems Proceed as above and as described in Editing a User and Deleting a User. 12 April 2001

13 SAP AG Creating a MS Project from a R/3 Project Creating a MS Project from a R/3 Project 6. Open MS Project. 7. Choose Connect The R/3 PS Log On dialog box appears. Select you user and the R/3 system to which you want to connect. Choose Log on. For information on how to set up users and systems in the Logon dialog box, see Initial Settings [Seite 11]. 3. Choose Transfer. The Open PS Wizard appears. Select Transfer a R/3 PS project to MSP and choose Next. 4. On the next screen, enter the number of the project that you want to transfer from R/3 PS. If the project is the same as the project in the Properties box of your current Microsoft Project, OpenPS automatically synchronizes the projects (see Synchronization [Seite 26]). You must also decide how MS Project schedules the project: You can choose between scheduling forwards from the start date or backwards from the finish date. As opposed to the Project System, MS Project does not schedule in both directions. Choose Next. 5. The Action Log dialog appears. If you want OpenPS to create a log of the actions, select the Create log file indicator. Choose Start. The project is transferred. In the dialog box short messages appear. If you want to see the log (presuming you have previously set the indicator), choose Display Log File. Otherwise choose Close to leave the dialog box and edit the project in MS Project. Result The project is transferred to MS Project. The objects in the R/3 Project System are mapped to objects in MS Project, as described in Mapping R/3 Objects to Microsoft Project Objects [Seite 14]. WBS elements are mapped as summary tasks in MS Project. Summary tasks always have subordinate tasks. In R/3 PS these subordinate tasks could be, for example, subordinate WBS elements or activities. If there are WBS elements in the R/3 project that do not have other WBS elements or activities assigned, they appear in MS Project as tasks, which correspond to activities in PS. April

14 SAP AG Mapping R/3 PS Objects to MS Project Objects Mapping R/3 PS Objects to MS Project Objects Use Microsoft Project and the R/3 Project System do not contain the same objects. For instance, in the Project System there are two structures for planning projects, work breakdown structures and networks. In Microsoft Project there is only one structure. It does not recognize work breakdown structures as independent objects. In order to provide a hierarchical structure to projects, Microsoft Project uses Summary Tasks. Similarly there is no such object as a network in Microsoft Project. As a result of these differences, it is necessary to translate project objects from one program to the other. This is referred to as mapping. Features How Project Objects from PS are Mapped to MS Project Project Definition There is no object in Microsoft Project that corresponds to the project definition in the R/3 Project System. It is required to identify the project in Open PS, in particular on the Project Configuration Parameters screen of the Open PS Wizard. Consequently the project definition does not appear in the Gantt chart or on any other MS Project screen. The project information in Microsoft Project that you enter when you create a project is the nearest equivalent to a project definition. WBS Element You cannot transfer a project definition only. MS Project requires a project hierarchy as well as the project definition. A project has to contain at least one WBS element. This means you cannot transfer projects that just comprise of a network. As mentioned above, Microsoft Project does not have WBS elements. They are mapped as summary tasks in Microsoft Project. If a WBS element does not have any subordinate objects, for example activities or subordinate WBS elements, it becomes a task in Microsoft Project. (A summary task must have subordinate tasks.). However Open PS enters the object type in the Text16 field in the task or summary task. Here it defines the object as a WBS element (Object name: WBS_element). You can display a field in MSP by selecting a column in the Gantt chart and choosing Insert Column in the context menu. The Column Definition dialog box appears. Here you select the field that you want to insert. You can enter another title for the column (if you do not, the field name is used), and change the justification and width of the column. Choose OK. The new column is inserted to the left of the selected column. 14 April 2001

15 SAP AG Mapping R/3 PS Objects to MS Project Objects As a summary task in Microsoft Project, a WBS element only summarizes its subordinate tasks. It cannot have dates of its own. The dates that appear on the summary task bar are the overall dates of the subordinate tasks. This means that the start date of the summary task is the earliest start date of the subordinate tasks and the finish date is the latest finish date. Network Since Microsoft Project does not distinguish between work breakdown structures and networks, there is no such object as a network in Microsoft Project. Consequently the network header does not appear in Microsoft Project. The network number is used to identify individual network activities. Activity Activities are mapped directly as tasks in Microsoft Project. Although Microsoft Project itself does not differentiate between different types of activity, Open PS uses the Text17 field to display the activity type. It also uses different colored shapes at the start and finish of the task bar in the graphic area to distinguish between activity types. For instance, internal activities do not have end shapes, but external activities have red squares at the start and finish. You cannot change the activity type in Open PS. The Text17 field is for information in MSP. It ensures that if you copy the project to PS, the activity remains unchanged. Plant and Work Center Microsoft Project does not use these two objects as in R/3. However it does have resources for a project, which can be planned. At present it is not possible to transfer details from capacity planning between the two programs. The plant is transferred to the Text20 field and the work center to the Text21 field in the task. These two values are combined to depict the resource. Work center Assembly in plant 1000 would become resource 1000/Assembly in Microsoft Project. Work (Planned and Actual) Work is transferred from R/3 PS to Microsoft Project. However there is a fixed relationship between work and duration in Microsoft Project (see Scheduling in Microsoft Project and the Project System [Seite 23]). Activity Element Microsoft Project itself does not have any objects that are hierarchically subordinate to tasks. You can only represent activity elements in Microsoft Project as different resources for a task. This means that only activity elements that have a different work center to the superior activity are transferred to Microsoft Project. They do not appear on the Gantt chart. There is no way of differentiating between the different activity element types. Open PS does not transfer the work from individual activity elements to the corresponding resources. The work is distributed equally between all resources. Relationship Since relationships are common to both the R/3 Project System and Microsoft Project, there are no difficulties mapping them. The four types of relationship (Finish-Start (FS), Start-Start (SS), April

16 SAP AG Mapping R/3 PS Objects to MS Project Objects Finish-Finish (FF), and Start-Finish (SF))are used in both programs. You can also transfer time intervals. In MSP these intervals are only expressed in absolute units, that is days or weeks etc. In PS it is possible to have more than one relationship between two activities, as long as the relationships are of a different type. This is not possible in Microsoft Project. Therefore only one relationship is transferred. You can use the Predecessors and Successors fields in Microsoft Project to display the task to which a task is linked. If the relationship is not a FS relationship (default value), the relationship type is displayed. Any time interval between the two tasks is also displayed. Here the tasks are referred to by their ID, which is the line number in the project. In Microsoft Project a task that must start or finish before another task can begin is called a predecessor task. A task that depends on the start or finish of a preceding task is called a successor task. Milestone Open PS supports both WBS element milestones and activity milestones. They are both represented as milestone tasks in Microsoft Project. Irrespective of the settings in the PS activity, Open PS always sets the date of a milestone to the start of a task in Microsoft Project. WBS Element Milestone This is shown as a task with duration 0 days for which the Mark task as milestone indicator is set. It appears in the Gantt chart as a black rhombus (in the standard settings). It is distinguished from an activity milestone by the entry in the Text17 field - WBS Element. WBS element milestones appear in the Gantt chart immediately under the summary task that corresponds to the WBS element. Activity Milestone This is shown as a task with duration 0 days for which the Mark task as milestone indicator is set. It appears in the Gantt chart as a black rhombus (in the standard settings). It is distinguished from a WBS element milestone by the entry in the Text17 field - NetworkActivity. Activity milestones appear in the Gantt chart immediately under the task that corresponds to the activity. Detailed Mapping For details of how fields in R/3 PS are mapped to fields in Microsoft Project, refer to Detailed Mapping of Fields [Seite 28] 16 April 2001

17 SAP AG Mapping R/3 PS Objects to MS Project Objects Objects that are not mapped from R/3 PS to Microsoft Project At the present point of time (Release 1.0) the following objects in R/3 PS are not mapped to Microsoft Project: PS texts Documents Material components April

18 SAP AG Creating an R/3 Project from a Microsoft Project Creating an R/3 Project from a Microsoft Project Prerequisites Objects created in Microsoft Project have to suffice certain criteria before they can be transferred to the R/3 Project System. For details of these criteria, refer to Mapping Microsoft Project Objects to the R/3 Project System [Seite 20]). Procedure 8. Open MS Project. 6. Choose Connect The R/3 PS Log On dialog box appears. Select you user and the R/3 system to which you want to connect. Choose Log on. For information on how to set up users and systems in the Logon dialog box, see Initial Settings [Seite 11]. 3. Choose. The Open PS Wizard appears. Select Transfer current MSP project to R/3 PS and choose Next. 4. The Project Configuration Parameters dialog box appears. Here you must enter a project definition, a description for the project, a project profile, and a network profile. The network profile that you enter here overwrites the network profile in the project profile. The project definition you enter must fit any coding mask that has been defined in the R/3 target system. For example, if a coding mask P has been defined, your second entry must be a number. If you enter any other character, including a blank, the system issues an error message and stops processing the current transfer. The project profile, network profile and network type that you enter here must already exist in the relevant system and client. Make sure you use a network type (or a network profile that calls up a network type) that supports external numbers. Transfer to PS is otherwise not possible. If the project is the same as the project in the Properties box of your current Microsoft Project, OpenPS automatically synchronizes the projects (see Synchronization [Seite 26]). 5. The Action Log dialog appears. If you want Open PS to create a log of the actions, select the Create log file indicator. Choose Start. 18 April 2001

19 SAP AG Result Creating an R/3 Project from a Microsoft Project The project is transferred. In the dialog box short messages appear. If you want to see the log (presuming you have previously set the indicator), choose Display Log File. Otherwise choose Close to leave the dialog box and edit the project in MS Project. The project is transferred to the selected PS system. The objects in Microsoft Project are mapped to objects in PS as described in Mapping Microsoft Project Objects to the R/3 Project System [Seite 20]. April

20 SAP AG Mapping Microsoft Project Objects to the R/3 Project System Mapping Microsoft Project Objects to the R/3 Project System Use This is in general the more complex of the two mapping operations, since the Microsoft Project objects have to be in certain formats in order to be mapped successfully to the R/3 Project System. The mapping of R/3 Project System objects to Microsoft Project is described in Mapping R/3 PS Objects to MS Project Objects [Seite 14]. Features How MS Project Objects are Mapped to the Project System When creating objects in Microsoft Project that you want to transfer to R/3 PS at a later date, you must remember that the names of projects and WBS elements in the Project System must be unique. If you try to create a project definition or WBS element that already exists in the R/3 system, Open PS issues an error message during transfer and the project is not created. Project Information When you create a project in Microsoft Project, the program creates so called Program Information (a dialog box with default values appears). This information is used to create the project definition in PS. The project dates are taken from the summary tasks. Summary Tasks WBS elements as such do not exist in Microsoft Project. Open PS maps summary tasks to WBS elements in PS. For a task to be a summary task, it must have subordinate tasks. The first task in your project must be a summary task. Otherwise it cannot be transferred to R/3 PS. For details on the syntax of the names you can use for summary tasks, refer to the Names of Microsoft Project Objects section. Tasks Tasks in Microsoft Project are the equivalent of activities in the Project System. Since an activity number in PS can have up to four characters, you can only use this number of characters in Microsoft Project. Entering resources In Microsoft Project you can enter resources for a task. If, however, you want the resources to be transferred to the R/3 Project System as work centers, you must enter the resource as follows: 20 April 2001

21 SAP AG Mapping Microsoft Project Objects to the R/3 Project System 1. Open the resource sheet by clicking on the icon in the left-hand margin. Resource Sheet 2. If they are not already present, insert the fields Text20 and Text21 for the plant and the work center respectively in the table. (In Microsoft Project select the column to the right of where you want to insert the new field and choose Insert Column in the context menu. Select the field name Text20 ortext21. If you want, you can add another title for the field, such as Plant or Work Center. Choose OK.) 3. In Text20 enter the plant and in Text21 the work center. Both the plant and the work center must exist in the R/3 system, before you can transfer them from Microsoft Project You can enter several resources for a task in Microsoft Project. Open PS assigns the first resource to the activity and the following resources to the activity elements. The distribution of work amongst the resources is not transferred to R/3. The work is distributed evenly between the work centers in the Project System. Although you can enter the activity type in the Text17 field, Open PS always creates internal activities in PS. However, during synchronization the activity type is not changed. Milestones Milestones in Microsoft Project are defined as tasks with a duration of 0 days. They have the Mark task as milestone indicator set. Milestones in Microsoft Project do not have the same functionality as milestones in the R/3 Project System. Therefore you will in general have to edit the milestones in the Project System, before you can use them. Milestones for summary tasks In Microsoft Project the milestone must be directly under the summary task, if you want to transfer it as a WBS element milestone. These are transferred to the Project System as WBS element milestones. They are not linked directly to the summary task. If a milestone is the earliest or latest subordinate task, the milestone defines the start or finish date for the summary task. If you move the milestone, the summary task is moved automatically. This is one way of assigning a milestone to the start or finish of a WBS element. You can thus use milestones to specify the dates of a WBS element independently of the subordinate task (activity dates). This is only valid in Microsoft Project. Milestone for tasks These are transferred to the Project System as activity milestones. In Microsoft Project the milestone must be directly under the task, if you want to transfer it as an activity milestone. Again they are not linked directly to the superior task. However, you can create a relationship between a task and a milestone. As a result if you move the task in Microsoft Project, the milestone is also moved. April

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